Contract Planning Administrator

Contract Planning Administrator

Hours: Monday to Thursday 8:30 to 17:00 and 8:30 to 14:00 on Friday

Location: Fareham Office and then Hybrid after training

Purpose of Role:

• To support the Contract planning team with daily, weekly and monthly tasks ensuring that both internal and external customers' needs are prioritised and met within set timelines

Key Responsibilities:

• Manage the Contract Planning inbox, reply or allocate to relevant teams, escalating to Contract Planner Lead as and when necessary
• Planning and booking in PMV's with prospect of progressing into remedial planning
• Closing of work orders, following engineer visits (Issuing job sheets to customer)
• Respond to ad hoc information requests received through the Contract Planning inbox, such as documentation, insurance certificates and engineers' reports.
• Answer incoming calls and direct accordingly
• Acknowledge customer emails that may be chasing and escalate this to the relevant area/Lead Planner for action.
• Populate work orders that have been generated by the automated workflow
• Raise returns associated with work orders
• Check stock associated with work orders
• Populate work order with respect to parts that are in stock or a pre-allocated date as well as resource requirements associated with incidents
• Check deliveries that are unconfirmed for the month
• Manage/administer Customer Portals, ensuring correct documentation is completed/uploaded and subsequently invoiced.
• Support Contract Planning team with any requirements they have especially when on annual leave.
• Ensure that the Customer Contract Planning Charter is adhered to.
• Always maintain a professional presentation.
• Carry out any other function deemed necessary by the Contract Planning Lead.

Knowledge and Experience:

• Previous experience in a Contract Planning administration role or similar
• CRM knowledge and SAGE beneficial
• Excellent interpersonal and communication skills, both verbal and written are required as the role involves close work with other departments.

Attributes Required:

• Excellent organisational skills
• Self-confidence
• Flexibility
• Good IT skills
• Ability to work with accuracy and to meet strict deadlines under pressure